TRUSTEE BOARD MEETING

Minutes

April 19, 2005

The meeting was called to order at 5:05 pm by Chairman, Brent Eames. Board members present were Gordon Timothy, Brent Eames, Blaine Robertson, Tricia Galer, Roger Jackson, and Judy Dewey. There having been no meeting in March due to lack of a quorum, there were no minutes to approve. The bills were approved, and the checks paying the bills were signed.

The board reiterated their decision not to submit a higher bid on the Beehive facility.

Judy explained that Jennette Nielsen had chosen to have a portion of the overpayment of salary taken from each of her checks until the end of the fiscal year when the entire overpayment amount will have been taken care of.

Judy is to contact Shirley Roofing regarding the roof repairs, which entails the roofer putting additional layers on the existing roof, thus extending the warranty.

The janitors will make the changes necessary to make the third stall in the women’s restroom more handicap accessible. A shower curtain and rod will be installed and the existing door removed.

There has been a problem just recently at the library with patrons accessing pornography on the public internet access computers. Roger made the motion and Tricia seconded it to change the first paragraph of the computer agreement to indicate that upon the first offense, the person will be barred from using any internet computer in the library for one year; if there is a repeat offense, the person will be barred forever. Judy is to draft a new paragraph one and present it at the next board meeting.

A proposal was made by Judy to add a part-time circulation clerk in the fall, perhaps in September, but most likely at the beginning of the fiscal year in October. The board discussed the economic feasibility of doing this. The position would enable staff members to do their “regular” jobs because it would relieve them of having to work the circulation desk during the day. It appears we are staffed for the summer and the summer reading program. Three part-time pages are going to work full-time during June and July.

A discussion was held regarding the staff training/brainstorming meeting held March 18^th. Judy reported it was extremely successful, so successful that another one is being scheduled for September where the summer reading program can be evaluated and a check done on the cataloging backlog. Technical processing and employee satisfaction/dissatisfaction were the main topics of the workshop. In March, cataloging was up 97% over February which means our meeting has had tangible results.

Another interesting set of statistics concerned numbers of staff, circulation, budget, etc., when compared with other libraries in Idaho. A board member asked how many registered patrons we have. Judy will gather some statistics for presentation at the next board meeting.

Brent announced that he will not seek another term on the board of trustees. Judy informed the board we have another candidate who has timely filed her declaration of candidacy. The time is now past for filing, except for a write-in candidate, which must be done by April 29^th. If no write-in candidate files, then the election of the single candidate will be declared and the election cancelled.

Unique Management Services, Inc., is a library exclusive collection agency. Judy reported she had spoken with a number of libraries at CODI and had received glowing reports of this company, and she would like the board to consider engaging this company to pursue collection of overdue fines and fees.

Jeff Wynn has proposed to do the landscape maintenance this season. He submitted his bid of $1,605.00. A discussion was held about the inadequacies of last year’s maintenance, and Judy proposed we not offer the job to last year’s contractor. Blaine made the motion and Roger seconded it to accept Jeff Wynn’s contract. All board members except Tricia Galer then signed the agreement. Judy will call Jeff and inform him of the board’s decision.

A brief discussion was held regarding the library foundation and the need for completing the 501(c)(3) application to the IRS. Judy reported Nick Allison, a library patron, is interested in getting a friends of the library group and/or a foundation organized.

Judy presented the problem we are having with our book return being inadequate on the weekends, especially on three-day weekends in the summer. The staff does not like crawling around on the floor of the book drop collecting the items. One thought was to make the board room into a book drop by putting a return slot in the metal door. The slot could be made higher so a larger capacity bin could be used. The present drop is limited because it is so low. Judy will talk to Steve Meyers at Madison High School about building some sort of apparatus to handle the returned items. Terry Leishman’s name was also mentioned as someone who might be able to help. Judy is to visit video stores to see how they handle the problem. It was also mentioned we might have to pay a staff member extra to come in on the weekends to clear the drop.

At the end of the meeting, it was agreed a party will be held this summer in Brent’s honor and to welcome the new member of the board.

The budget hearing for the fiscal year 2005-2006 will be held on August 16, 2005.

The meeting was adjourned at approximately 6:30 pm.